Training Workshop “Session for New Chairs” Dr. James Jhing-Fa Wang IEEE R10 Section/Chapter Coordinator IEEE Fellow & Chair Professor, NCKU, Taiwan Mar

Agenda 10:00-10:30 “General Feedback Section” - Hang-bong Kang R10 membership development coordinator 10:30-11:00 “Training Session” - James Wang R10 Section/Chapter Coordinator - Takatoshi Minami R10 ARC Chair - Deepak Mathur R10 SC Chair 11: “Training Session” -Enrique Tejera, Director of Division VII

Section Chair Quick Start Training James, Jhing-Fa Wang IEEE R10 Section/Chapter Coordinator IEEE Fellow & Chair Professor, NCKU, Taiwan Mar

Outline 1. Introduction to IEEE Section and Chapter 2. How to Run Your Section Successfully  2.1 Organize Your Section/Chapter Officers  2.2 Set Up the Calendar  2.3 How to Prepare a Report and Apply for Rebate  2.4 How to Win the MGA Outstanding Section Awards  2.5 How to Organize Section Activities  2.6 How to Inform Members about Section Activities 3. Conclusion Useful Links

1. Introduction to IEEE Section and Chapter

IEEE –  Inspire, Enable, Empower and Engage in the Technology for Humanity To increase member engagement in IEEE Sections and Chapters To improve the quality of IEEE technical activities To increase operational efficiency and effectiveness of IEEE Sections, Chapters and Coordinators To improve relationships with and between IEEE Societies, Councils, Sections and Chapters To enhance collaboration with other IEEE organization units and other professional organizations Visions and Missions

Currently, the IEEE R10 comprises of  6 Councils (Australia, China, India, Japan, Korea, New Zealand)  57 Sections (A new Section requires at least 50 members),  21 Subsections (at least 20 members)  500+ Chapters (at least 12 members)  583 student branches (at least 12 student members)

The following figure lists the top 10 active sections in R10 from 2008 to (The details of the report are described later) Current Section Status Number of reports

Current Chapter Status 82 new chapters have been formed in The following is the number of chapters formed from 2005 to 2010.

Detailed information for the status of sections and chapters can be found on IEEE R10 Section/Chapter Coordinator webpage.

2. How to Run Your Section Successfully

2.1 Organize Your Section Organize the Section Roster  Contact & invite the active volunteers in your Section to be the Officers: Vice chair, secretary, treasurer Electronic communications coordinator, newsletter editor, SAMIEEE (Section Access to Members)(Get statistics on members, contact members using E-notice, conduct a survey on members) Chapter coordinator, industry relations coordinator Affinity group chair (including GOLD, Life Members, Women in Engineering chairs), chapter chair Student/professional/educational activity officer Nominations and appointments, awards and recognition, membership development officers Organize the Committees  Executive Committee, Technical Chapter, Affinity Group, and/or Student Branch.

2.2 Set Up the Calendar Work with the Section Secretary and other Section/Chapter volunteers to establish an annual calendar (see a sample in the next slide). As the Section Chair, you will be responsible for running the regular meetings of the Section Executive Committee (usually, once a month).

Calendar Sample DateActivity 15-JanSection Executive Committee Meeting - approval of Section budget for current year, completion/review of prior year financial report 24-JanFuture Cities Competition - Final Judging 26-JanFinal Date to submit Graduate and Undergraduate Student Papers 4-FebSection ExCom Meeting - Student Paper Presentations 17-FebEngineering Expo, 10:30 - 1:30 17-FebRegional Science and Engineering Fair 4-MarSection ExCom Meeting 31-MarDeadline - Submission of Officer, meeting, and financial reports 1-AprSection ExCom Meeting 8-AprSection LM Affinity Group Event - Combined technical talk with a Technical Society Chapter 10-AprUTA - Student Professional Awareness conference AprilRegional Conference 6-MaySection ExCom Meeting 3 June Section ExCom Meeting - review of financial transactions/check register 2-JulSection ExCom Meeting 5-AugSection ExCom Meeting 17-AugComputer Society Speaker/Symposium 2-Sep Section ExCom Meeting - call for nominations for Section positions in the upcoming year 7-OctSection ExCom Meeting 15-OctTechnical Meeting - Radio Frequency Identification - Past, Present, and Future 4-Nov Section ExCom Meeting 2-DecSection ExCom Meeting - annual election of officers

2.3 How to Prepare Reports and Apply for Rebate Two main kind of reports: 1. Prepare section report to R Prepare Section Annual Reports to MGA & apply for Rebate

1. How to prepare report to R10 Purpose; 1. Share the information among the sections in R10 2. To win the R10 distinguished section award

Report to R10 : Suggested Section Report Format (Submission deadline: Feb. 15) PART A - SECTION SUMMARY A.1 Executive Summary – (Please follow the format given below) Section Executive Committee Member List Section Highlights Major Events (International, National) Major Chapter Activities Major Student and Affinity Group Activities Awards A.2 Financial Report – (Please follow the format given below) Summary (as per submitted L50) Any other financial activities

PART B - ORGANIZATIONAL ACTIVITIES B.1 Membership Development Activities Total number of active members in the past 3 years. Summary and evidence of work done to improve the value of membership, which leads to retention and growth of members B.2 Chapter Activities Total number of Chapters in the Section Number of Chapters formed in the current year Number of Active Chapters (Chapters who have reported required number of meetings during the year) Summary of Chapter activities chapter wise with attachment table / information

B.3 Professional and Continuing Education Activities Summary of continuing Educational activities including conferences, technical activities, training courses, and distinguished lecture programs with attachment table / information B.4 Students Activities Total number of Student branches in the Section Number of Student branches formed in the current year Section level student activities (student congress, paper and other contests, awards etc) Number of Active Student branches (Student branches who have reported required number of meetings during the year) Summary of Student branch activities student branch wise with attachment table / information

B.5 Affinity Group Activities GOLD WIE Life Member B.6 Awards & Recognition Activities Award constituted by the section Award(s) received from R10 Award(s) received from IEEE HQ

B.7 Communication Activities (Newsletter, Home Page, etc.) Newsletter (name and number of issues in the year) Home Page of the section (give the URL and frequency which it is updated) Other means of contacts with section members B.8 Community Activities B.9 Other Organizational Activities

PART C - OTHERS C.1 Relationship with National Societies C.2 Special Events C.3 Problems to be Anticipated C.4 Best Practices of your section (which you would like share with other sections for the benefits of members) PART D - GOALS AND PLANS D.1 Continuation of Project/Activity in Progress and Their Implementation Plans D.2 Goals and Future Plans

2. How to Prepare a Report to MGA and Apply for Rebate The Section officers should collect all the annual reports of the subsections, chapters, and affinity groups. Annual reports include:  Meeting Activity  Current Officers  Financial Activity

Meeting Activity Report Template Visit

Officer Report Template Visit:

Financial Report Template Visit

Section secretaries are responsible for submitting meeting activity and officer reports. Section treasurers are responsible for submitting the financial report.

Section Rebate After providing reports to the MGA Board, the MGA (Member and Geographic Activity) Board will review the Section record. The Section is eligible to earn a rebate payment. Minimum meeting requirements to earn a rebate  5 meetings for Sections and Subsections  2 technical meetings for Chapters  2 meetings for Affinity Groups

Section Rebate Schedule  19th Feb: Early reporting for 10% bonus on total rebate  31st Mar: Final Deadline for rebate eligibility including that of subunits  30th Apr: Payouts for Section Rebates Detailed Schedule: Search “IEEE MGA rebate schedule” on Google

2.4 How to Win the MGA Outstanding Section Awards To recognize the excellent work of a large section and a small section, the MGA board gives  Outstanding Large Section Award  Outstanding Small Section Award A large Section: #Members ＞ 500 A small Section: #Members ≦ 500

Selection criteria for winning the award:  Financial, officer and meeting reports must be submitted;  New GOLD Affinity Group formations; How to start a new GOLD Section? Submit a petition signed by 6 IEEE GOLD members (excluding student members) Start with a committee that at least includes: Chairperson, Vice- chairperson, Treasurer, and Secretary.  Active Student Branch activity such as student paper contest, recruitment of Student members;  Continuing educational activities including conferences, technical activities, and training courses;  Contacts with Section members, including the number of newsletter issues, newsletters, regular updates of Section, Chapters, and Student Branches Web pages;

Recipients Outstanding Large Section Award Recipients  2010 R7 Vancouver Section  2009 R10 Taipei Section  2008 R9 Peru Section  2007 R3 Melbourn Section  2006 R2 Pittsburgh Section  2005 R7 Ottawa Section  2004 R1 Long Island Section Outstanding Small Section Award Recipients  2010 R7 Canadian Atlantic Section  2009 R6 Richland Section  2008 R10 South Australia Section  2007 R10 Shikoku Section  2006 R5 Oklahoma Section  2005 R9 Bahia Section  2004 R10 South Australia Section

MGA Outstanding Section Award Submission information :  Go to and submit the application form online.  Deadline is on 16th May,  Nominees and recipients will be notified in July.

2.5 How to Organize Section Activities Lead the Section Executive Committee (ExCom) to review/revise Section activities Your Section ExCom should establish a calendar of events, goals, priorities, and budget. Inform members about the activities via Section and R10 Newsletters

2.6 How to Inform Members about Section Activities  A newsletter article (please contact R10 Newsletter Editor: Dr. Zia Ahmed or Section Newsletter Editor)Zia Ahmed  A posting to the R10 Section web site (please contact Electronics Communication coordinator: Dr. Jin Dong)Jin Dong  SAMIEEE Tools (Get statistics on members, contact members using E-notice, conduct a survey on members)

Useful Links Section Chair Quick Start Training : ning/chair.html ning/chair.html Chapter Chair Quick Start Training: ning/chapter_chair.html Annual Report and Rebate Information: eporting/rebate_schedule.html MGA Outstanding Section Award: cipients/awards_outstanding_section.html cipients/awards_outstanding_section.html R10 Section report ewh.ieee.org/reg/10/reports/secrep/secrep_index.html

3. Q&A This ppt will be put on the R10 Section/Chapter Coordinator webpage.